Discover the Ultimate Offboarding Email Sample for a Smooth Transition

Are you struggling to write an effective offboarding email for departing employees? Look no further! We have compiled a selection of offboarding email samples that you can use as a starting point. Whether you’re looking to convey appreciation, provide important information, or simply bid farewell, there is a sample for every situation.

Not only that, but you can edit and customize these samples to fit the unique needs and culture of your organization. Say goodbye in a way that is both professional and personable, leaving departing employees with a positive impression of your company.

Don’t let offboarding become an afterthought – make it a meaningful part of every employee’s journey. Check out our offboarding email samples and take your offboarding process to the next level.

The Best Structure for Offboarding Email Sample

Offboarding is the process of wrapping up an employee’s tenure in an organization. It is a critical stage in the employee lifecycle that signifies the end of a relationship with the company. An offboarding email is your last opportunity to leave a strong impression with departing employees. It needs to be a communication that both informs the employee about their departure from the company while also leaving them with a positive experience and feeling about their time with the organization. Here are key components of the best structure for an offboarding email sample.


Start your offboarding email sample with a warm greeting, acknowledging and thanking the departing employee for their dedication and contributions. Set a positive tone for the message by expressing your gratitude for the employee’s input and wishing them well in their future endeavors.

Explaining the Departure

The next section of the email should explain clearly and explicitly why the employee is leaving. Be straightforward while tactfully avoiding any controversial or sensitive issues that could sour the exit experience. This is important for employees who might want verification and could help avoid speculation and rumors that can undermine employee morale.

Outlining the Next Steps

It is crucial to tell the employee what to expect next following their departure. Outline the logistics of their compensation and benefits, whether there are any outstanding balances, insurance continuation options, and what they need to do to tie up any loose ends before their departure. If necessary, detail how their work will be transitioned to replacements or colleagues and confirm any future meetings or interactions.

Soliciting Feedback

An offboarding email should be an opportunity to gather feedback from the departing employee about their experience with the organization and their suggestions on how to improve or maintain things. Encourage them to provide truthful and constructive feedback without the fear of any retribution. Make it clear that their feedback is valuable to the company’s improvement.


End your offboarding email sample on a positive note with a heartfelt thanks and best wishes for the future. Make it clear you’re open to staying in touch if the employee wishes and offer support in any way you can. A positive ending can help leave a lasting impression and maintain goodwill with the departing employee.

In conclusion, ensure that your offboarding email sample is concise, friendly, and professional. Take the time to make it thoughtful and personal as it can help create a lasting impression on the departing employee and contribute to positive reviews about your company.

Offboarding Email Samples

Termination Due to Poor Performance

Dear [Employee],

We regret to inform you that your employment with [Company] is being terminated due to consistent poor performance. We have provided ample training and support to help you improve, but unfortunately, we have not seen any significant progress.

As you are aware, [Company] values productivity and effective communication among employees. However, despite our various interventions, your performance has not met the required standard. We appreciate your efforts during your time here, and we wish you the best in your future endeavors.

[HR Representative]

End of Contract

Dear [Employee],

We would like to inform you that your contract with [Company] is coming to an end on [Date]. We appreciate your contributions during your tenure with us, and we hope that your experience with our organization has been valuable for your career growth.

Unfortunately, at this time, we are unable to renew your contract due to budget constraints. However, please know that we will keep your information on file for future opportunities, and we would be happy to provide references to support your job search.

Thank you for your dedicated service to [Company]. We wish you all the best for your future endeavors.

Best regards,
[HR Representative]

Resignation Acknowledgement

Dear [Employee],

We received your resignation letter with regret. We are sorry to see you go, but we understand that you have made the best decision for your career advancement.

Your contributions to [Company] have been invaluable, and we appreciate the hard work and dedication you have shown. You will be missed in our team, but we are confident that you will excel in your future endeavors.

Please let us know if there is anything we can do to ease your transition, such as providing a reference, transfer of knowledge, or assistance in completing your duties before your last day.

Best of luck in your next venture,
[HR Representative]

Company Restructuring

Dear [Employee],

We regret to inform you that due to significant changes in [Company’s] structure, your position is being eliminated. The decision was made after careful consideration of our business needs and resources.

We understand that this news may be upsetting, and we want to assure you that we will support you during the transition period. We will provide you with appropriate severance pay, outplacement services, or any other benefits that you are entitled to as per your contract or company policies.

Thank you for your dedication and contributions to [Company]. We hope that the support we provide will be useful in your job search and career development.

Best regards,
[HR Representative]

Retirement Announcement

Dear [Employee],

On behalf of [Company], I would like to extend our warm congratulations on your retirement. You have been an integral part of our team, and we are grateful for the many years of dedicated service you have given to us.

We appreciate the hard work and commitment you have shown to [Company]. We will miss your expertise and contributions, but we wish you all the best in your next chapter.

Please let us know if you need any assistance or support during the transition period. We would be happy to help in any way we can.

[HR Representative]

Change of Employment Status

Dear [Employee],

We are pleased to inform you that your application for a change of employment status has been approved. Effective [Date], you will be moving into a new role within [Company].

This change reflects our confidence in your abilities, and we believe that you will make significant contributions to your new team. Your salary and benefits will remain the same, or we may adjust as per your new role and responsibilities.

Congratulations on your new role, and we look forward to working with you in this capacity.

Best regards,
[HR Representative]

Regretful Rescindment

Dear [Employee],

We regret to inform you that, due to unforeseen circumstances, we are unable to proceed with your employment offer. We understand that you have made important decisions based on this offer, and we apologize for any inconvenience caused.

We appreciate your interest in working with [Company], and we believe that you would have been an excellent addition to our team. We understand that this news may be upsetting, and we want to assure you that we will provide any support we can in the ensuing days.

Thank you for your understanding, and we wish you the best in your job search and future endeavors.

[HR Representative]

Offboarding Email Sample Tips

Offboarding an employee can be a sensitive and emotional process, whether it be due to layoffs, resignations, or other reasons. It’s important to handle the situation with care and ensure that the departing employee feels respected and appreciated. Here are some tips for crafting an offboarding email that reflects this:

  • Thank the employee for their contributions to the company: No matter the circumstances of the departure, it’s important to acknowledge and express gratitude for the employee’s hard work and dedication. This can help leave a positive impression and foster goodwill.
  • Explain the next steps: Be clear about what will happen next, both for the employee and for any colleagues they may leave behind. This can help alleviate uncertainty and anxiety around the transition.
  • Offer support: Whether it be in the form of a recommendation, networking contacts, or a willingness to provide a reference, offering support can help ensure a smooth and positive exit for the employee.
  • Be respectful and professional: Even if the employee is leaving on difficult terms, it’s important to maintain professionalism and respect in the email. This can help avoid burning bridges and leave the door open for potential future interactions.
  • Consider a “goodbye” message from the employee: If the departing employee is willing, consider including a message from them in the offboarding email. This can help personalize the communication and express their feelings towards the company and their colleagues.

Remember, offboarding emails are an opportunity to showcase your company culture and leave a positive final impression on the departing employee. By crafting a thoughtful and respectful message, you can help foster goodwill and maintain positive relationships, even after the employee has moved on.

Offboarding Email Sample FAQs

What is offboarding?

Offboarding is the process of separating an employee from their job position within a company, whether it is due to resignation, termination, or retirement.

Why is an offboarding email necessary?

An offboarding email is necessary to ensure that all stakeholders are informed about the employee’s departure, to announce a farewell message, and to provide an opportunity to share contact details for the future.

Who should receive an offboarding email?

Typically, an offboarding email is sent to all colleagues, direct managers, and HR personnel involved in the employee’s departure.

What should be included in an offboarding email?

An offboarding email should include the employee’s departure date; a thank you message; a statement of regrets for their departure; a brief explanation for their departure (if necessary); their future contact details to stay in touch, and optionally, a list of their significant contributions and achievements during their tenure.

When should an offboarding email be sent?

An offboarding email should be sent on or before the employee’s departure date.

What is the tone of an offboarding email?

The tone of an offboarding email should be respectful, professional, and appreciative.

Can an offboarding email be personalized?

Yes, an offboarding email can certainly be personalized, especially if the employee has been with the organization for a long time, or was in a highly visible or influential role.

Can an offboarding email be forwarded to external contacts?

No, an offboarding email should not be forwarded to anyone outside the organization without explicit permission from the employee.

What are the benefits of sending an offboarding email?

The benefits of sending an offboarding email include maintaining positive relationships and building goodwill for future opportunities. It also provides closure and an opportunity for colleagues to say goodbye and express their appreciation for the departing employee.

Thanks for Reading

And that’s it! You now have a solid offboarding email sample that you can customize to fit your company and specific situation. Remember, offboarding is just as important as onboarding, and a thoughtful and informative email can help ensure a smooth transition for all parties involved. Thanks again for reading, and be sure to check back soon for more practical HR tips and tricks. See you later!